Description
Located within the University of Virginia grounds, UVA Dentistry is a comprehensive ambulatory dental clinic with a multifaceted mission. We cater to the needs of medically compromised and special needs pediatric patients, as well as operate a multidisciplinary Craniofacial Clinic in our state?of?the?art Battle building. Additionally, at the nearby Jefferson Park Ave (JPA) location, our dynamic General Practice Residency (GPR) program thrives. Our residents offer dental care to highly medically compromised patients and manage OR care for those requiring oral health optimization before surgeries for cancer and other complex systemic conditions. Both our Pedodontics and GPR residency programs are crucial in treating our most medically fragile patients in the operating room to ensure safe, high?quality care.
We are looking for a new team member who is highly organized and motivated to work with our providers and the GPR residents to coordinate OR scheduling.
Responsibilities include scheduling, information management, coordination, adjustments, patient communication and problem solving. The ideal candidate should be proactive, able to maintain an updated short call list for last minute cancellations and strive to maximize the use of existing OR times while seeking opportunities to expand them.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Locates order on the Depot and accurately schedules procedures in the proper Epic system such as OpTime, Cupid, or Radiant.
a. Scrubs case order for accuracy and completeness. Ensures diagnoses and procedure match. Review all OpTime case data for errors and ommissions.
b. Reconciles laterality issues such as missing laterality and mismatches on laterality between diagnosis and procedure.
c. Escalates case orders and laterality issues back to ordering provider for any needed corrections.
d. Orders special grafts and tissues as needed through coordination with vendors and the clinical team.
e. Places and/or moves case on scheduler grid called the Snapboard to correspond with time/room requirements.
f. Provides case duration estimates. This involves comparing historical averages with surgeon estimates and taking into account room turnover time and other factors.
g. Adds case information to additional databases such as Jamitron per departmental guidelines.
h. Ensures optimization of providers' schedule by promptly moving patients up if there are cancellations.
i. Reschedules surgical cases/procedures as needed and informs necessary parties about changes to schedule.
j. Schedules complex joint surgical cases as needed.
k. Recommends the necessary/appropriate doctor preference cards and supply picklists for each case.
2. Schedules appointments to the correct provider including all appropriate information and coordinates appointments on the same day when available.
a. Uses advanced knowledge of Access tools and workflows to serve as an integral part of the care coordination team.
b. Responsible for utilizing decision based tools to facilitate securing the right appointment with the right medical provider or team.
c. Schedules Pre?Op and Post?Op appointments within correct time frames and coordinates/confirms with patient.
d. Maintains competence in use of scheduling and web applications.
e. Appointments are made appropriately and correctly, including right patient, to right provider, right amount of time, right type of visit, right information, and using the right process.
f. Facilitates health care team discussions about complex patient scheduling needs. Responsible for scheduling multi?specialty patient appointments efficiently. Takes ownership for resolving scheduling conflicts and communicates with management team and care providers to resolve scheduling issues.
g. Requests and/or sends records to Health Information Services in a timely manner.
h. Obtains required insurance information and loads or verifies for each appointment scheduled.
i. Accurately completes required tasks and fields in pre?registration.
j. Investigates referring provider or patient concerns when complaints are brought forward.
3. Demonstrates the skills of effective communication, decision?making and organization to ensure efficient job performance and job success.
a. Educates patients on pre?surgery/procedure requirements and what to expect on the day of the surgery/procedure based on information provided by the clinical care team to increase understanding and alleviate anxiety. Appropriately escalates clinical questions. Refers patients to the Pre?Evaluation Testing Center (PETC) as needed.
b. Communicates vital changes to the surgical/procedural schedule such as Add?on Same Day Surgeries using appropriate communication pathways to all impacted parties including but not limited to the OR Scheduling Team.
c. Manages the provider calendar by capturing and communicating out of office dates and releasing OR time for use by another provider.
d. Daily work is accomplished with minimal direct supervision.
e. Work priorities are set in order to accomplish tasks/goals.
f. Confidential matters are handled appropriately.
g. Familiarity with current ICD?10 and CPT codes is demonstrated.
h. Communication with department billing staff is accomplished in a timely manner to ensure accurate pre?certification/authorization information is aligned with accurate billing of services.
i. Comprehension of insurance data, benefits, in/out of network issues, notification requirements, pre?determination services and medical diagnosis is consistently demonstrated in order to ensure that all pre? authorizations are completed prior to the date of service.
j. Sound judgment is consistently demonstrated about when to involve providers or other health care professionals in the pre?authorization or denial process.
4. Educates patients, parents, guardians and/or appropriate designee on managed care process and communicates authorizations if needed. Reviews potential financial obligations when appropriate.
a. Communicates what payments are due at the time of service and explains the risks of ?going out of network' for services.
b. Informs patients about the authorization status as necessary.
c. Prepares patient financial liability estimates and takes payment as needed.
d. Demonstrates skill in the use of telephone technology.
5. Provides high?level customer service to referring providers and referred patients.
a. Establishes initial contact with referring providers and referred patients by telephone.
b. Provides patients with an overview of the procedure process. Manages more complex patient calls, using appropriate customer service skills.
c. Ensures patients complete pre?op requirements prior to date of surgery.
d. Establishes positive relationships with referring providers, referred patients, and referring provider office staff.
6. Assists with operational patient flow as applicable; performs problem?solving.
a. Advocates for patients by helping them navigate through the system.
b. Directs and assists patients, families, and staff in accessing appropriate resources.
c. Develops tools to assess patient referral processes with respect to efficiency and customer service.
d. Performs all other related tasks which would facilitate the flow of patients through the process, or which would enhance the quality of service to patients.
e. Implements practice/procedural changes accurately and in a timely manner.
7. Maintains current working knowledge; adheres to Health System and departmental policies and procedures.
a. Provides cross?coverage for registration a...
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